Legal and Administration Assistant

Responsibilities

• Manage end-to-end invoice process, including resolving discrepancies and supporting Accounts Payable queries.
• Raise purchase orders, requisitions and supplier payments; maintain supplier records and onboarding information.
• Act as key point of contact between Legal, Finance, Procurement and external vendors, handling invoices and payment queries.
• Create and maintain budget, invoice, settlement and spend trackers; monitor legal spend against budgets.
• Support monthly accruals, forecasting and financial reporting; produce dashboards and reports for stakeholders.
• Monitor and manage shared legal inboxes, including Digital Services Act (DSA) mailbox, ensuring timely allocation and action.
• Maintain team trackers, filing systems and document repositories, including archiving per internal retention policy.
• Support contract execution, document management, and record keeping within Share Point and other platforms.
• Coordinate couriers, document transfers, scanning, filing, archiving and secure delivery of legal documents.
• Handle incoming legal post and regulatory correspondence, ensuring timely communication to stakeholders.
• Maintain privacy and compliance trackers; monitor completion of privacy assessments and contractual requirements.
• Track compliance actions and deadlines; support account erasure and data subject requests.
• Support unsubscribe and marketing preference requests.
• Produce weekly and monthly reports, dashboards and management information for Legal, IP, Compliance, and Privacy teams.
• Monitor team actions, deadlines and deliverables; identify opportunities to improve processes.
• Support onboarding, team events, meetings and training coordination; champion Diversity, Equity & Inclusion strategies.

Qualifications

• Highly organized, detail-focused, proactive, and able to handle multiple priorities.
• Experience in legal operations, finance administration, business support, or a similar role, ideally supporting an in-house legal, compliance or governance team.
• Strong financial administration skills, including invoice management, purchase orders and legal billing processes.
• Excellent Excel skills with experience producing reports and management information for senior stakeholders.
• Exceptional attention to detail and strong organizational skills.
• Familiarity with Dynamics, Share Point or similar platforms.
• Strong stakeholder management and communication skills, with discretion handling confidential information.
• Proactive, solutions-focused approach and willingness to improve processes.
• Experience with data protection or compliance activities is desirable.
• Employment Type

Full-time position for a 1-year fixed-term contract; open to part-time candidates of at least 3 days a week.

EEO Statement

We are a Disability Confident company committed to providing reasonable adjustments throughout the recruitment process.

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